Description

THIS SOURCING EVENT WAS INITIALLY OPENED UNDER RFP-207-2019. FOR ADMINISTRATIVE PURPOSES, IT IS NOW BEING OPENED UNDER RFP-240-2019.
PRE-PROPOSAL CONFERENCE:
There will not be a pre-proposal conference for this sourcing event.
SERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATION
PURPOSE AND OVERVIEW
The Multnomah County Department of County Assets, Division of Facilities and Property Management (FPM) is seeking Proposers from whom it may purchase door and storefront maintenance and repair services on an as-needed basis. Proposer shall be capable of designing, purchasing, building, installing and servicing all types of storefronts and doors with the ability for County personnel to purchase various parts/equipment as needed. Proposer shall provide all permits as needed.
These services will include installation and service for all types of door operators, closers and hardware including but not limited to the following manufacturers:
Besam
Tormax
Gyrotech
Nabco
LCN
Rixon
Doormatic
Ives
CR Laurence
INTRODUCTION AND PROGRAM HISTORY
Multnomah County is the smallest Oregon County in area but has the largest population of approximately 750,000 citizens, which encompasses the City of Portland and several surrounding local jurisdictions. The County has a portfolio of approximately 129 buildings that it occupies to provide public services. FPM is responsible for the day to day maintenance and operations as well as managing capital improvement projects at all County owned facilities.
GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS
The County is comprised of various departments, each responsible for providing different services to the public. FPM is responsible for maintaining the Countyâs facility assets and making sure that all building systems are operational to ensure optimal work environments for the various departments in the County. Therefore, FPMâs goal for the contract resulting from this Sourcing Event is to award it to a company that has the experience with the various pieces of equipment covered under the contract; an experienced, well trained, diverse and professional workforce; the ability to provide preventative maintenance, repair and emergency services; access to replacement parts to repair and maintain the various pieces of equipment covered under the contract; values sustainability and focuses on providing opportunities to minority, women and emerging small businesses.
It is also important for proposers to understand the diversity of buildings that will be covered under the contract resulting from the Sourcing Event. The County occupies and FPM maintains jails, detention facilities, health clinics, libraries, courthouses, etc. Due to the operations at these facilities, proposerâs workforce will be required to pass a background check, need to be comfortable with servicing equipment at the various facilities and will be required to interact with County employees in a professional and respectful manner.
TARGET POPULATION SERVED
Multnomah County citizens.
GEOGRAPHIC BORDERS/LIMITATIONS & SERVICE AREAS
Any Multnomah County Building per Attachment A. The County reserves the right to change locations or add locations as determined necessary and will negotiate adjustments as appropriate.
FUNDING
Funding of the work described in this RFP is not guaranteed. Fluctuations in funding year to year should be expected. The County cannot assure that any particular level of work will be assigned and the contract will permit the County to add or remove work as necessary depending on availability of funding.
SCOPE OF SERVICES
Proposers responding to this Sourcing Event must be capable of performing the following tasks and services listed. The Multnomah County Department of County Assets, Division of Facilities and Property Management (FPM) is seeking Proposers from whom it may purchase door and storefront maintenance and repair services on an as needed basis, including emergency service.
Proposer shall provide all labor, materials, supervision, and equipment necessary for door and storefront maintenance and repair. Proposer shall be capable of designing, purchasing, building, installing and servicing all types of storefronts and doors.
These services will include installation and service for all types of door operators, closers and hardware including but not limited to the following manufacturers:
Besam
Tormax
Gyrotech
Nabco
LCN
Rixon
Doormatic
Ives
CR Laurenc
Work will be performed during the hours designated by the County for each project and may include premium time after normal daytime hours and during weekends and Holidays. Proposer shall be able to perform Work at all times on all days should the need arise. Hours between 8am and 5pm, Monday through Friday, not on a designated Holiday are considered regular work hours (âRegular Work Hoursâ). Work performed before 8 am, and after 5 pm, Monday through Friday, all day Saturdays, all day Sundays and all day on New Yearâs Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and Christmas Day, shall be defined as overtime/holiday work (âOvertime/Holiday Workâ). Upon notification to Proposer, by County, of a disaster or security-related event subject to this Contract, Proposer shall make every commercially reasonable effort to commence the Work as needed upon notification.
Contractor shall perform Work in a manner that is compliant with all applicable rules, regulations and laws of all authorities having jurisdiction. Contractor is responsible for acquiring all necessary licenses and permits to perform the Work.
The Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the Work. Contractor shall take all reasonable precautions for the safety of, and shall provide all reasonable protection to prevent damage, injury or loss to (1) all employees on the Work and other persons who may be affected thereby, (2) all the Work and all materials and equipment to be incorporated therein, and (3) other property at the Work site. Contractor shall bear all risk of loss to the Work, or materials or equipment for the Work due to fire, theft, vandalism, or other casualty or cause, until the Work is fully completed and accepted by the Owner. Contractor shall comply with all applicable laws, ordinances, rules, regulations and orders of any public authority having jurisdiction for the safety of persons or property or to protect them from damage, injury or loss. All damage or loss to any property caused in whole or in part by the Contractor, any Subcontractor, any Sub-Subcontractor or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable, shall be remedied by the Contractor.
In the event of accidents of any kind, the Contractor shall notify the County immediately and furnish the County with copies of all reports of such accidents at the same time that the reports are forwarded to any other interested parties.
The Contractor agrees to remove any of its employees from County sites who in the sole opinion of the County Authorized Representative are guilty of improper conduct or incapable of performing the required Work under this Contract.
The Contractor at all times shall keep the premises free from accumulation of waste materials and debris caused by Contractor's operations. At the completion of the Work, Contractor shall leave the Work site in a neat and orderly condition.
Minimum amount of Work and/or increase or decrease in Work.
County makes no guarantees, warranties or representations on a minimum amount of Work to be performed under this Contract.
During the term of this Contract, County shall have the option to increase or decrease the Work and/or frequency of the Work to be performed under this Contract. All Work performed under this Contract will be charged at the Contract rates.
Authorization of Work.
All Work performed under this Contract will be directed by the County Authorized Representative or his/her designee. A County-issued Work Order must authorize all work prior to commencement of any Work.
Upon receipt of the authorized Work Order, Contractor shall schedule Work with the County.
No Work shall be performed without an approved Work Order. Any Work performed by Contractor without an approved Work Order shall be considered âUnauthorized Work.â All Unauthorized Work shall be at Contractorâs sole cost and expense. Any removal, remediation or repair of Unauthorized Work shall be performed by Contractor at Contractorâs sole cost and expense.
Contractor Requirements.
Sheriffâs Background Check. All Contractor employees who will perform Work under this Contract may be required to pass a Multnomah County Sheriff's Office Records Check Authorization. A copy of the Records Check Authorization Form is attached as Exhibit 9 to the Contract. Any prior felony conviction will eliminate Contractor's employee's ability to work under this Contract. Each authorized Background Check is valid for twenty-four (24) months from the original date of approval. The County must be notified immediately of any felony or misdemeanor conviction which occurs during the 24-month period by any of Contractor's employees who have previously passed a Background Check. Failure of Contractor to notify County of any felony or misdemeanor conviction may result in the termination of this Contract, with the County having no further obligation to the Contractor.
Correctional Facility Work Rules. All Contractor personnel shall follow the Multnomah County Correctional Facility Work Rules attached as Exhibit 10 to this Contract, when working in any detention facility. Contractor and Contractor's personnel shall follow all of County's established security procedures while working in the facility including training and the signing of any documents acknowledging the receipt and understanding of training or any other agreements proffered by Sheriff's department personnel to allow access to secured facilities. Contractor may request to view copies of the required materials at any time.
JCAHO Requirements. One or more of the facilities where the Contractor may perform Work are health clinics accredited by the Joint Commission on Accreditation of Healthcare Organizations (JCAHO). If a facility is accredited by JCAHO then the Contractor must comply with the JCAHO Safety Measures for Contractors attached as Exhibit 11 to this Contract when providing Work to those facilities.
Health Insurance Portability and Account (HIPAA). As part of the Work by Contractor and its personnel at the building, they may be working in areas which are operating as health care facilities where Protected Health Information is situated. Protected Health Information (âPHIâ) means any information in oral, written or electronic form that relates to: (i) the past, present or future physical or mental health or condition of an individual, (ii) the provision of health care to an individual, (iii) demographic information collected on or about an individual and (iv) payment for providing health care to an individual, whenever the individual is personally identifiable. Contractor and its personnel are not entitled to view or hear any PHI for any purpose whatsoever. Accordingly, Contractor for itself and on behalf of its personnel agrees that: (i) they will not invade client privacy by inquiring about or asking to see any PHI, (ii) they shall protect and refrain from disclosing the PHI as present in the building should they inadvertently come into contact with any PHI, (iii) they not review use, disclose or copy any PHI. There are both federal and state laws which safeguard the privacy of PHI from unauthorized access, use or disclosure. Breach of any term of these HIPAA sections may result in immediate termination of this Contract.
Sustainability requirements.
Contractor shall reuse, salvage or recycle as much waste materials as feasible.
Obtain maximum utilization of State of Oregon certified MWESB firms.
Confidentiality.
All information and documents contained within the Work site (âConfidential Informationâ) shall be considered privileged and confidential and shall be treated as such by the Contractor and its personnel. Any disclosure of Confidential Information or removal of any property from the building by Contractor personnel may be cause for immediate termination of this Contract.
Any liability, including, but not limited to, attorneyâs fees, resulting from any action or suit brought against the County as a result of the Contractorâs and/or its personnelâs willful or negligent disclosure of Confidential Information shall be borne by Contractor.
Publicity. Any publicity giving reference to Work covered by the Contract, whether in the form of press releases, brochures, photographic coverage, or verbal announcements, requires prior written approval from County Authorized Representative.
Contract price adjustment.
Contract may be adjusted annually.
No increase in any fee, cost, price, or other rate charged by Contractor to County (âRateâ) shall occur during the first year of the Contract. Thereafter, such Rate may be increased once per annum, but no increase in any Rate shall occur unless Contractor provides written notice of such Rate increase to Countyâs Authorized Representative at least sixty (60) days prior to an anniversary date of the Contract. For the second year of the Contract, the increase allowed in this paragraph shall be limited to the lesser of (i) the increase in Contractorâs published rates charged to all clients for the fully loaded services similar to the Work described herein, or (ii) the percentage increase in the published U.S. Department of Labor Consumer Price Index for All Urban Consumers (CPI-U), U.S. City Average, All Items, not seasonally adjusted, 1982-1984=100 reference base (Series Id: CUUR0000SA0) (âCPIâ) as of the anniversary date over the published CPI prior to the commencement date of the Contract. In subsequent years, the increase allowed in this paragraph shall be limited to the lesser of (x) the increase in Contractorâs published rates charged to all clients for services similar to the Work described in the Contract, or (y) the percentage increase in the published CPI between anniversary dates.
Further, County shall be given the immediate benefit of any Rate decrease. Contractor shall promptly notify Countyâs Authorized Representative of the amount and effective date of such decrease. This decrease shall apply to orders placed on or after the effective date of the decrease. Invoices shall reflect prices in effect on the date the order was placed with the Contractor.
Performance and Payment Bonds. Performance and payment bonds in the amount of this Contract are not required.
Prevailing Wage Rates. The provisions of section 13 of the Contract concerning payment of prevailing wage do apply to this Contract. The wage rates to be paid are set forth in Prevailing Wage Rate for Public Works in Oregon effective January 1, 2019 which is incorporated by reference. Copies are available from any office of the Wage and Hour Division of the Bureau of Labor and Industries. Copies are also available on the bureau's webpage at www.oregon.gov/boli.
PERFORMANCE MEASURES
The following key performance indicators will be monitored by the County to determine if the Proposer who is selected for a contract resulting from this Sourcing Event is performing to the expected level of performance:
1) On-time performance: During the course of the contract, the County will notify the Proposer of work that needs to be performed. The Proposer will be expected to acknowledge the notification (telephone call or email) in less than four (4) hours and respond accordingly.
2) Reporting: The Proposer will be required to create, develop and submit various reports to the Contract Administrator for work performed throughout the term of the Contract resulting from this Sourcing Event.
CONTRACT NEGOTIATION
The County will initiate contract negotiations with the responsive and responsible Proposer with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the Countyâs best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached.
CONTRACT AWARD
Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services.
Through this Sourcing Event process, the County is seeking to award one contract. Award, as determined by the County, will be made to the responsible Proposer whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this Sourcing Event.
The County reserves the right to select Proposers who have submitted a proposal scoring fewer points than a higher scoring proposal based on the Proposerâs ability to best meet the Countyâs programmatic needs. If a Proposer who has submitted a proposal that has scored fewer points is recommended for selection, the Board of County Commissioners must approve the award.
CONTRACT TERM
The contract term shall be a fixed term for five (5) years.
COMPENSATION AND METHOD OF PAYMENT
Pricing for the Contract resulting from this Sourcing Event will be based on fixed rates for labor and a fixed markup for materials.
The County will pay for work performed and accepted upon receipt of a correct and valid invoice.
Cost for labor shall be an hourly rate and shall be inclusive of travel time, labor, overhead and consumables required to perform the Services.
Cost for components and replacement parts will be reimbursed by the County at the Proposerâs net cost plus a markup. When components and/or replacement parts are required for a particular job the Proposer must submit a copy of their invoice showing the amount paid for the part.
The County reserves the right to conduct an audit or to request documentation to substantiate any and all costs invoiced by the Proposer. The County may elect to purchase materials for the work to be performed and provide to the Proposer as well.
COOPERATIVE PURCHASING
Other public agencies may establish contracts or price agreements directly with the awarded contractor under the terms, conditions and prices of the original contract Pursuant to ORS 279A.215 and agreement by the selected Contractor to extend the terms, conditions and prices of the original contract.
INSURANCE REQUIREMENTS
Minimum insurance requirements:
Type of Insurance
Per Occurrence
Aggregate
Commercial Gen Liability
$1,000,000
$2,000,000
Commercial Auto Liability
$1,000,000
Not Required
Workers Compensation
$500,00
Not Required
MINIMUM REQUIREMENTS
At the time of proposal submission, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal.
The Proposal response must be received by Multnomah County Purchasing no later than 4:00 P.M. local Portland time on the proposal submission deadline.
Proposer Representations and Certifications The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Prerequisite page of the Sourcing Event.
At the time of Contracting, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in cancellation of the contract
Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701).
Proposers must submit verification that all insurance requirements are met.

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About Multnomah County

Multnomah County cares about equity in purchasing and contracting. We are committed to working with State Certified Firms and encourages Minority, Women and Emerging Small Business (MWESB), Service Disabled Veteran (SDV) firms and Disadvantaged Business Enterprises (DBE) to compete for our contracting opportunities.

Please review all of our solicitation documents carefully, to ensure that the opportunity is is a good fit for your firm!

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Multnomah County competitively procures materials and services, taking into consideration the best combination of price, quality and service. We look forward to hearing from you. Whether this is your first bid proposal, or you've worked with us before, we look forward to doing business with you.